1/22/2013 - Regular Board Meeting£
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THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2013 JANUARY 22,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
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1-CALLTO ORDER
2.O CANADA
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA
5.OFFICIAL RECORD
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST
8.CHAIR'S ANNOUNCEMENTS
9.DIRECTOR'S ANNOUNCEMENTS
10.PUBLIC INPUT-none
11.ADMINISTRATIVE PRESENTATIONS-none
12.MINUTES OF THE 2013 JANUARYS BOARD MEETING
a.Confirmation of Minutes
b.Business Arising from the Minutes
13.STUDENT TRUSTEES'UPDATE
14.REPORTS FROM THE ADMINISTRATION
a.Ttiames Valley District School Board Enrolment versus Capacity Summary 2012-2013
b.Senior Administrative Response to the Western ElginARC (Aldborough and
Dunwich-Dutton Public Schools,and West Elgin Senior Elementary School)
15.Annual Pupil Accommodation Report
16.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2013 January 8
b.Chairs'Committee,2013 January 15
c.Committee of the Whole - In Camera,2013 January 22
17.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA) -Update
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18.NOTICE OF MOTION
19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none ^
20.ADDITIONAL ITEMS
21.QUESTIONS/COMMENTS BY MEMBERS
22.ADJOURNMENT
.1
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2013 JANUARY 22
BOARD ROOM,EDUCATION CENTRE
The Board met in regular session on 2013 January 22 at 7:00 p.m. in the Board Room at the Education
Centre,meeting In public session.The following were In attendance:
TRUSTEES
J.Bennett (Chair)
R.Campbell
D.Clark
J.Coghlin
T.Grant
G.Hart (-11:40)
W.Huff
Regrets:P.Forron
P.Jaffe
E. Kim (-11:05)
B.McKlnnon (-9:55)
8.Polhill
P.Sattler
R.TIsdale
J.Todd
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton
M.Sereda
K.Edgar
S.Hughes
M.Moynihan
V.Nielsen
M.E.Smith
B.Sonier
P.Tufts
K.Wilkinson
K.Bushell
8.Christie
R.Hoffman
1.CALL TO ORDER
Board Chair J.Bennett called the meeting to order at 7:00 p.m.
2. O CANADA -The meeting was opened with the playing of O Canada.
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA
The agenda was approved on motion of P.Jaffe,seconded by T. Grant.
5.OFFICIAL RECORD -none
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST -none declared
8.CHAIR'S ANNOUNCEMENTS -none
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker announced the retirements of Supt. S.Hughes and 8upt.M.E. Smith.They will retire
at the end of the current school year.
On behalf of Supt.Hughes and herself,Supt.Smith thanked Director Tucker for his leadership and
the experience gained working alongside their colleagues.She extended her appreciation in being a
part of the continuous advancements in education at Thames Valley.
Supt.Hughes added that they are extremely privileged to work forTVDSBwhich provides remarkable
leadership opportunities.They have enjoyed being a part of the Senior Administration team and to
work with exceptional trustees.
10.PUBLIC INPUT -none
2013 January 22...2
11.ADMINISTRATIVE PRESENTATIONS -none
12.MINUTES OF THE 2013 JANUARY 8 BOARD MEETING
a.Confirmation of Minutes
The minutes ofthe Regular Board Meeting of 2013 January8was adopted on motion ofP.Battler,
seconded by R.Tisdale.
b.Business Arising from the Minutes -none
13.STUDENT TRUSTEES'UPDATE
Student Trustee E.Kim advised that the next Student AdvisoryCouncil meeting will be held on
February 27 from 4:30 p.m.to6:30 p.m.in the Katherine Harley Room at the Education Centre.
Agenda items will include Pillar Non Profit Network -Changethe World Ontario Youth Volunteer
Challenge,StudentTrustee Debate and Election (April 25)and FInalization of Symposium Results.
14.REPORTS FROM THE ADMINISTRATION
a.Thames ValleyDistrict School Board Enrolment versus Capacity Summary 2012-2013
Exec.Supt.K.Dalton presented the following summaryreport indicating the 2012-2013 On-The-
Ground (OTG)Capacity ofschoolsversus the 2012 October31 Full-Time-Equivalent (FTE)
count. She was joinedby Exec.Officer K.Bushel!who highlighted various aspects ofthe report.
Analysis of 2012-2013 Enrolment Versus Capacity Summary compared to 2011-2012
•Operating three fewer schools;
•Number of schools with less than 100%capacity decreased by 6 to 122;
•In schools with less than 100% capacity,there were 13,529.58 excess pupil places located in
both panels which is a decrease of 679.65 pupil places:
• Excess capacity inthe elementary panel decreased by12.9%or 1,237.58 pupil places;
• Excess capacity In the secondary panel increased by11.9%or 557.93 pupil places;
• Numberofschools at 100%capacityor greater Increased in the elementary panel to 34 from
30 and decreased in the secondary panel to 6 from 7
NOTE
•2012-2013 revisions to the SFIS (with respect to changes to the OTG capacity and the 2012
October 31 FTEcount) have been submitted to but not yet validated bythe Ministry of
Education.
• Kindergarten classroom loading remains at 20 bythe Ministry of Education (Years 1 to 3
FDK sites have been identified in bold italicize in the reports).
••Closed schools have no enrolment;therefore,they have not been included in this report
(North Norwich,Norwich,Otterville and SirWinston Churchill Public Schools were closed as
of 2012 June 30).
Continuing and Alternative Education facilities are classified as "Other" by the Ministry of
Education and loaded at zero.Therefore,they have not been included in this report.)
2013 January 22...3
14.REPORTS FROM THE ADMINISTRATION -cont'd
a.Thames Valley District School Board Enrolment versus Capacity Summary 2012-2013 -
cont'd
In response to a question regarding holding zones,Exec.Officer Bushell reviewed the numbers
presented at the 2012 December 18 meeting that totaled approximately 500 to 600 students
currently In holding zones and which help with capacity.He Identified which schools are holding
zones Including those students livingwithin a school's geographical area versus those students
who live out-of-area and who are bussed.
Exec. Officer Bushell also highlighted the per pupil cost of $8.36 at the elementary level and
described top-up funding for empty space and declining enrolment at 15 percent per school that
continues to remain constant.He noted that the Board has lost approximately $200,000 In
funding over the past year as a result of accommodation changes and declining enrolment.
Overcapacity was also discussed noting that each portable costs the Board approximately
$2200.00 per year to operate.
Exec.Supt.Dalton provided a brief background on funding for adult education.She noted that It
is funded per student,per course with a different calculated formula than that of a day student
with a separate register.It Is not calculated In the regular Foundation Grant but is reported to the
Ministryof Education In the ONSIS system.
Full-Day Kindergarten (FDK)and Its Impact was discussed Including student enrolment.It was
noted that the Ministry of Education Is stillfunding FDK for only half-days under the Foundation
Grant with an additional grant for operating costs.
Exec. Officer Bushell advised that FDK enrolment has helped capacity and continues to increase
naturally.The decrease of 1200 students relates to the Influx of JK/SK students.There is
still a decline In Grades 6/7/8 and is now starting In the secondary panel.It Is expected that this
trend will continue for the next five to six years.
In response to a question as the how the Information In the report Is used In accommodation
reviews,Director Tucker noted that the Board,in line with the criteria outlined by the Ministry of
Education,must consider programming,facility condition and excess capacity on an annual
basis.Exec.Officer Bushell cautioned trustees about relying on the percentages outlined In the
report and should focus on the number of students listed over and above at each site when
considering the potential for an accommodation review.
It was noted that the Deputy Minister has cleariy articulated that the Ministry of Education views
co-builds for the public and Catholic boards as an advantageous partnership and support such
partnerships.
In discussion about Lester B.Pearson School for the Arts,it was noted that Itis considered to be
a program which could be moved to another school as Itis not a home school and serves the
entire Board.However,the capacity Is misleading because the school has program spaces that
are different from a regular elementary school.There are dance studios,multiple music studios
and multiple studios that are loaded as a regular classroom even though they are not scheduled
as a regular classroom.
2013 January 22...4
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Senior Administrative Response to the Western Eigin ARC (Aidborough and Dunwich-
Dutton Public Schools,and West Elgin Senior Elementary School)
Exec.Supt.Dalton provided theSenior Administrative recommendations and response regarding
the Western Elgin Elementary Accommodation Review Committee (Aldborough and Dunwich-
Dutton Public Schools,and West Elgin Senior Elementary School).She thankedthe committee
for their work on the ARC.
The Western Elgin Elementary Accommodation Review Committee,comprising of Aldborough
and Dunwich-Dutton PublicSchools, and West Elgin Senior ElementarySchool, completed its
taskto study the accommodation of pupils from thethreeschoolsas approved bytheThames
Valley District School Board on 2011 November 29.
The ARC completed itsprocess with a final public input meeting held2012 December10after
which the final ARC reportwas forwarded tothe Director of Education for presentation tothe
trustees on 2012 December 18 and to the Senior Administration for response (see Appendix A-
Reportofthe Western Elgin Elementary ARC).
Senior Administration's recommendations reflect support for recommendation 1.0 fromthe ARC
report.
Aldborough PublicSchool will be organized to a JK-8 modelas of September 2014 and receive
an addition and renovations, contingent upon Ministry of Education Capital Funding approval In
orderto bring the facility upto TVDSB standards which would create an OTG capacity of
approximately 390.
Dunwich-Dutton PublicSchool will be organized to a JK-8 model as of September 2014 and
receive renovations, contingentupon Ministry of EducationalCapital Funding approval,In order to
bring the facility upto TVDSB standards which would create an OTGcapacity of approximately
340.
All projectedenrolments and proposed school OTGcapacityare based on Full-Day Kindergarten
programming.
Recommendation 7.0 disbands the ARC as per the Board's procedure on Pupil Accommodation
and Facility Organization.Appreciation was extended tothe ARCmembers and Thames Valley
staff who provided an invaluable resource to the Committee. The work completed, the time spent
and the careful deliberations of the members contributes to providing the maximum program
opportunities for the maximum number of students.
The following recommendations fromthe ARC Report are not Included Inthe Senior
Administration's recommendations or require further clarification:
2.That Dunwich-Dutton Public School building is vacated to facilitate barrier-free renovations,to
which the JK to Grade 7 students would return in September 2014.
Dependent on the timing of Capital Funding approval,Senior Administration would decide at
that time on the accommodation of Dunwich-Dutton students during the renovations.This
accommodation may Include the vacating of Dunwich-Dutton Public School during the
renovation period.
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2013 January 22...5
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Senior Administrative Response to the Western Elgin ARC (Aldborough and Dunwich-
^Dutton Public Schools,and West Elgin Senior Elementary School)-cont'd
3. That community partnerships with Dutton/Dunwich are supported and maintained duringthe
transition, e.g, swimmingat iocai pooi, Earth Day, John Kenneth Galbraith Public Library.
The Principal maycontinue associations with the Dutton/Dunwich community through field
trips to enhance the regular classroom program (e.g. Earth Day, John Kenneth Galbraith
Library, local swimming pool).
4. That transportation services accommodate before-and-after school programs and child care
services for the Dunwich-Dutton parents for the transition year.
Parents may apply to Southwestern Transportation Services to have their child picked up and
dropped off at the day care facility.
5. That the Thames ValleyDistrictSchool Board, through the Executive Officerof Facility
Services and Capital Planning, or his designate,co-ordinate withthe Municipalities of
Dutton/Dunwich,West Elgin and the County of Elgin regarding Infrastructure requirements,
building design and any other changes throughout the process.
Facility Services,inconjunction withits Design Consultants and the Municipalities,will review
site plans,building code requirements.Municipal services and infrastructure requirements for
the proposed projects.
\6. That upon closing West Elgin Senior Elementary School,West Elgin Secondary School
'continues to use the facility as a satellite for secondary programming.
Senior Administration supports the retention of West Elgin Senior Elementary School to
provide potential secondary program opportunities.
7. That West Elgin Secondary School be prioritized for Program Enhancement and Capital
Improvement funding.
The Ministry of Education has identified that their priority with respect to capital funding will
be centred on growth,prohibitive to repair or consolidation ofschools.West Elgin Secondary
School does not presently qualifyfor any of noted criteria. Routine maintenance and school
renewal projects will be scheduled at West Elgin SS as required or identified.
8.That Dunwich-Dutton Public School and Aldborough Public School would receive program
enhancements required for physical education,library resource,general arts and learning
support,as well as a stage at each of the schools.
Both proposed projects will be designed and constructed to meet Board standards.An
analysis of the facilities will be completed duringthe design phase to determine the program
areas to be enhanced.
9. That air-conditioning be installed at Dunwich-Dutton PublicSchool and Aldborough Public
School.
Both proposed projects will be designed and constructed to meet Board standards.An
analysis ofthe facilities during the design phase will determine the changes requiredforthe
^heating and ventilation system in the schools and may Include air conditioning.
2013 January 22...6
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Senior Administrative Response to the Western Elgin ARC (Aldborough and Dunwich-
Dutton Pubiic Schools,and West Elgin Senior Elementary School)-cont'd '
10. That program equity is ensured related to instrumental music at each school.
The General Arts/Music Room in each of the schools will be constructed to TVDSB
standards.Musical instruments and resources will be provided to support the instrumental
music program at Aldborough and Dunwich-Dutton Public Schools.
11.That the Thames ValleyDistrictSchool Board consider potential partnerships for use of
facilities and enhancement of facilities prior to or during the design process.
As per the Ministry's directive,Encouraging Facility Partnerships and the Board's Policy and
Procedure,any potential partnership could be incorporated inthe design as a co-build project
for either or both schools.
12.That the Board explore a partnership withthe Municipality of West Elginfor extended use of
Miller Park for students during the transition year.
Subject to the temporary accommodation plan,Senior Administration could approach the
Municipality of West Elgin regarding the potential extended use of Miller Park for student use
during transition years once the needs are identified by school administration.
13.That the possibility of new or extra playground equipment be brought to West Elgin Senior
Elementary School for the transition year.
As per past practice, the Board does not provide any new or additional playground equipment ^
for a capital project.
14.That the identity of Dunwich-Dutton Public School be maintained while its students are
located at West Elgin Senior Elementary School.
During the transition year,the JK to Grade 7 students of Aldborough and Dunwich-Dutton
Public Schools will remain identified as Aldborough and Dunwich-Dutton students
respectively.The Grade 8 students will remain students of West Elgin Senior Elementary
School.
Cost/Savings
The proposed enhanced pupil accommodations listed in the Senior Administration's
recommendations are contingent on Ministryof Education Capital funding approval.The Board
must submit detailed business cases to support the requests of this funding and the timeline for
this approval has not yet been determined.
Timeline
2013 February 19 Public Input to Board
2013 April 9 Board Decision
RECOMMENDATIONS;
1.That West Elgin Senior Elementary School 145 Graham Road,West Lome, ON NOL 2P0 be
closed as of 2014 June 30.
2013 January 22...7
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Senior Administrative Response to tiie Western Elgin ARC (Aldborough and Dunwich-
Dutton Public Schools,and West Elgin Senior Elementary School)-cont'd
RECOMMENDATIONS -cont'd
2. That Aldborough PublicSchool be organized into a JK - 8 elementary school effective 2014
September 01,and:
• the JK-Grade 7 students at Aldborough Public School be retained as a cohort at
Aldborough Public School for the 2013-14 school year; and
• the Grade 8 students of Aldborough Public School be retained at West Elgin Senior
Elementary School for the 2013-14 school year.
3.That Dunwich-Dutton Public School be organized into a JK-8 elementary school effective
2014 September 01,and:
•the JK-Grade 7 students at Dunwich-Dutton Public School be retained as a cohort at
Dunwich-Dutton Public School for the 2013-14 school year;and
•the Grade 8 students of Dunwich-Dutton Public School be retained at West Elgin Senior
Elementary School for the 2013-14 school year.
4.That an addition and renovations to Aldborough Public School be constructed,contingent
upon Ministry of Education Capital Funding approval.
5.That renovations to Dunwich-Dutton Public School be completed,contingent upon Ministry
of Education Capital Funding approval.
6. That Design Committees be established forAldborough and Dunwich-Dutton PublicSchools.
7.That the Western Elgin Elementary Accommodation Review Committee be disbanded.
Exec. Supt. Dalton announced that publicinput will be received on February 19 fromthe
Tillsonburg community regarding the recommendations set out by Senior Administration forthe
TillsonburgElementary Accommodation Review (Annandale, Maple Lane,Rolph Street and
South Ridge Public Schools Schools)with the Board's final decision on March 26.
Senior Administration responded to questions including whether itis the intent of the Senior
Administration to have students attend West Elgin Senior Elementary School for the 2013-2014
school year If the funding is available during construction at Dunwich-Dutton.Exec. Officer
Bushel!noted that itis dependent on the timingof the announcement fromthe Ministry of
Education.The renovations will be to the interior of the school and will take approximately six to
eight months to complete. They will workwiththe school communityto find the best solution to
accommodate the students.
The following motion was moved byT. Grant,seconded byJ. Todd and carried:
That Recommendations 1 through 6 of the Senior Administrative Response to the Western
Elgin ARC {Aldborough and Dunwich-Dutton PublicSchools, and West Elgin Senior
Elementary School) be deferred to the April 9,2013 Board meeting for consideration.
The following motion was moved byT. Grant,seconded by J. Todd and carried:
That the Western Elgin Elementary Accommodation Review Committee be disbanded.
2013 January 22...8
15.ANNUAL PUPIL ACCOMMODATION REPORT
In opening the discussion on the Annual Pupil Accommodation report Director Tucker Indicated that
the Ministry of Educationhas asked boards to look at Its B Memorandum that addressed excess
space, the potential forcapital projectsand developmentofa list of facility sites forpartnerships or
co-bullds.He assured trustees that Ministry requirements do not preclude the opportunityto engage
In a discussion with communities throughout the school year.Senior Administration tries not to
Include schools on a listthat might be included Inan accommodation review.
Exec.Supt.Dalton and the Capital Planning Coordinating Committee provided the following reportin
keeping with the Board'sPupilAccommodation Planning Guiding Principles (Appendix A),and to fulfill
the Board's requirementthat Administration providea reportannuallyon pupil accommodation. The
reportIsIntendedto providea yearlyreviewfor trustees of changes inenrolment,to summarize and
highlight the effects ofaccommodation changes accomplished throughthe capital planning process,
to recommend next steps to address ongoing pupil accommodation and programming Issues and to
publicly announce potential opportunities for facility partnerships.
CAPITAL PLANNING INITIATIVES
Since February 2006, through Capital Planning Initiatives,approximately 43,000 students at 116
TVDSB schools have realized program enhancements,upgraded accommodations,construction of
purpose-built space for FDK students and general improvements to their educational facilities.
These initiatives include;
•eight new schools;
• 46 additions and/or renovations to existing facilities;
•12 FDK additions;
•seven conversion of schools;
•34 school closures;and
•202 portable reductions.
To accomplish these Initiatives,the Board has undertaken 24 area Accommodation Review
Committees (ARCs) which involved 84 schools.Four ARCs are currently undenvay and will be
completed during the 2012-13 school year.To date,$256.6M (not Including 2012-13 Capital
Priorities Funding - to be announced)has been expended to fund these initiatives and has resulted In
consolidation savings of approximately $8M per year.
ENROLMENT
Introduction
New for this year,the Board has engaged the consulting firm of Watson &Associates for Its added
expertise and support with school board planning issues and with enrolment projections.TVDSB's
experience with Watson &Associates as well as the continuing use of Geographic Information
Systems (GIS),2011 census data,live birth numbers and the use of School Planning Software (SPS)
are providing TVDSB with a comprehensive range of tools for enrolment projections,tracking of
development and the analysis of population trends.
Elementarv
Elementary Full Time Equivalent (FTE) In Thames Valley has declined annually from 53,509.50 in
1999-00 to 45,470.79 in the 2010-11 school year (see Appendix C.I).Elementary FTE experienced
a marginal Increase In 2011-12 at 45,479.26 and has since stabilized at 45,492.50 for this school year
(2012-13),according to preliminary October 31®*student count as submitted by schools.Oneofthe
components contributing to this occurrence is the growth In junior kindergarten and senior
kindergarten intake since the start of Full-Day Kindergarten (FDK). This growth,however,has been
offset to a degree by the larger number of pupils In Intermediate grades leaving the elementary
system.Projections for the elementary panel Indicate a further stabilization of FTE enrolment at
45,511.70 for 2013-14 and small Increases continuing untilthe 2017-18 school year.
2013 January 22...9
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
Secondary
Secondary FTE enrolment in Thames Valley has declined from 28,279.57 inthe 1999-00 school year
to 25,059.38 in the 2011-12 school year(see Appendix C.2).The preliminary October 31®'student
count Indicates a further reduction in FTE to 24,623.28 for 2012-13.This trend is projected to
continue for the 2013-14 school year at 24,040.56 FTE and through to 2017-18.The major factor
behind this reduction Is the past decline in elementary FTE enrolment.
Summary
Qyerall,the preliminary projections as shown in Appendix C.3 indicate that the TVDSB will continue
to experience a decline in total FTE enrolment until the 2017-18 school year.These projections will
continue to be analyzed by the Capital Planning Co-ordinating Committee (CPCC)as it represents
the changes and challenges facing the TVDSB In the upcoming school years.One of the major
challenges is the deyelopment in select urban areas,thus the need for Holding Zones until capital
funding can be provided for new schools.These increases,however,are offset by a decline in FTE
enrolment in some of their urban core and rural elementary schools.To secure capital funding for
these growth areas,TVDSB is actively tracking new development by working closely with
municipalities,their planners and developers to secure accurate forecasts required for its business
cases to the Ministry.
STUDENT ACCOMMODATION
Surplus Accommodation
The Board continues to operate approximately 1.6 million square feet of empty space,which
corresponds to13,817 empty pupil places based on the 2011-12 Enrolment vs.Capacity report.It
should be noted that the excess square footage maintained and the number of empty pupil places
has remained near the 2010-11 numbers.At the same time,the Board has continued to experience
the challenge of a lack of accommodation in growth areas and for specific programs.The continued
decline of students in the urban core,as well as rural areas of the Board hve resulted in surplus
accommodation.
Excess Capacity and Space by Region -Schools at Less than 100%
Region #of schools at <100%Empty Pupil Places Excess Square Footage
Elementaty ,
Elgin 17 1,335 139,304
London 54 5,760 601,364
Middlesex 13 559 58,396
Oxford 18 1,466 153,056
TOTAL:102 9,120 952,120
Secondary:
Elgin 4 629 81,812
London 8 2,623 340,938
Middlesex 5 769 101,238
Oxford 4 666 86,631
TOTAL;21 4,697 610,618
:Total Elementar/&.Secondary:
Elgin 21 1,964 221,116
London 62 8,383 942,302
Middlesex 18 1,338 159,634
Oxford 22 2,132 239,686
TOTAL:123 13,817 1,562,757
2013 January 22...10
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
Note: This data is based on the 2011-12 Enrolment vs. Capacity Report and includes the reduction of
squarefeetor empty pupil placesas a result ofthe following Accommodation Reviews:Colborne
Street,Norwich,Sherwood Forest and SirWinston Churchill PublicSchools.
Growth
The CPCChas been analysing and updating its planning data forall areas ofthe Board.Growth and
proposed development haveaddedto projected enrolment andstudent yields havebeen adjusted.
The Board has been facing pocketsofextensive growth and accommodation pressure in Komoka,St.
Thomas and London.Dueto this growth,Capital Priorities have been submittedto the Ministry of
Education requesting additional student accommodation.
Holding Zones
Holding Zones are typically in areas ofnewdevelopmentwherestudents await construction ofa new
school or where the resident school does not have available space to accommodate them.
Therefore,Holding Zones need to be created forthe areas ofpressure notedabove.In these
situations, the students are temporarily "held"in another school that has available space.
CPCC will be bringing recommendations ofproposed Holding Zonestothe Board inthe near future.
It has begunthisprocess by requesting that municipalities add to all Draft Plan Approvals the
following clause:
The construction ofadditionalpublic school accommodation is dependent upon the funding
approval from the Ontario Ministry of Education,thereforethe subject community maybe
designatedas a Holding Zonebythe TVDSB and pupilsmaybe assigned to existing schools as
deemed necessary by the Board.
New School Sites
Several areas of grovi/th have been identified as requiring newschoolsites (i.e..South-East St.
Thomas and NorthLondon). CPCC will be reviewing and addressing these needs withthe
appropriate municipalities and developers through obtaining optionson landparcels orthe purchase
of sites pending Ministry of Education funding.
CAPITAL FUNDING
The Board has been successful In accessing $256.6M of Ministry of Education Capital Funding (see
Appendix B)to complete Board-approvedprojectsfornewschools, majoradditionsand renovations
since 2006 February.
Amendments to the Education Act,passed 2010 April 27,gave Boards the legal responsibilityto
implement Full-Day Kindergarten (FDK)for four-and-five year olds with total implementation bythe
2014-15 school year. This initiative required significant capitalfunds to construct and renovate FDK
classrooms to accommodate the program. As a result, the provincial capital funds available for Board
priorities,otherthan FDK,have been reduced from $500Mto $200Mper year. The Ministry of
Education has now allocated allcapital fundingfor FDK accommodations which are to be completed
by September 2014. The Ministry has notindicateda returnto the capital funding of$500Mper year
after this date.
The Ministry is now working witha three-year rolling capital grant fund of$200M per year for a total of
$600M. This three-year window allows school boards to plan and make commitments to communities
rather than waiting for a yeariy announcement to complete a capital project the following year.
2013 January 22...11
15.ANNUAL PUPIL ACCOMMODATION REPORT-cont'd
CAPITAL FUNDING -cont'd
The Ministry also announced this year that allcapital funding will be released throughthe Capital
Priorities Template withschool boards prioritizing their capital requests.All existing Ministry grants,
such as Growth Schools,Enrolment Pressures and Prohibitive to Repair,are no longer available.
To access capital funding through the template, the Board Isrequired to prepare a comprehensive
business case for each project. The Ministry has indicated that its priority for capital funding will be
for growth,building condition and school consolidation.Ithas also introduceda newgrant for
renovations to existing daycare spaces in its schools.
The Board will continue to utilizethe annual School Renewal Grant,where applicable and approved
bythe Ministry,to address renewal issues inmajor addition and renovationprojects.The Board will
also utilize the proceeds fromthe sale ofsurplus schools and properties to assist infundingcapital
projects.
The Board has now approved the use of Energy Management savings for capital projects notfunded
bythe Ministry.The annual savings available fromthis program are $5.4Mcommencing in2012-13.
This funding is to be used for emerging capital needs of the Board such as:
•Secondary technology education renewal;
•ARC recommendations;
•French Immersion accommodation;and ^
•Other accommodation needs.
The need to prioritizecapital projects with reduced capital funding will be a challenge forthe Board as
it moves forward with accommodation planning for the future
SCHOOL RENEWAL
The Board has invested significant capital dollars into the renewal of building components and
systems in its schools using the annual School Renewal Grant, Energy Efficient Schools (EES) and
Good Places to Learn (GPL)funding (see Appendix B, pg 3). Since 2005-06, the Board has invested
$135M into the infrastructure of its schools.It should be noted that EES and GPL funding programs
are now complete.
The Ministry has continued the School ConditionGrant. The second year ofthis grant will be 2012-13
and the TVDSB allocation is $4.4M.
The Board must continue to strategically utilize School Renewal fundingfor the renewal of its existing
facilities.
The consolidation of schools and the construction of new and renovated facilities have allowed the
Board to address 48% of its operating space.As stated in previous Annual Pupil Accommodation
Reports, the Board continues to improve the average age of its facilities by 15 years from1955 in
2006 to 1970 at present.This is a significantimprovement to its facilities (approximately 50% of the
component life)since itis estimated that most building systems or components have an operational
life of 30 years.
PROGRAM ENHANCEMENTS/EXCELLENCE
Program enhancements,through capital planning initiatives,have created a positive impact on the
learning environment of approximately 43,000 students.
2013 January 22...12
15.ANNUAL PUPIL ACCOMIViODATION REPORT -cont'd
PROGRAM ENHANCEMENT EXCELLENCE -cont'd
Elementary
Through the capital planning process,the Board has expanded and accommodated the Instrumental
MusicPrograms, improved Library Resource Centres and Gymnasia/Activity Rooms and introduced
General Arts rooms in all new or renovated elementary schools.
Usingthe Board's approved Program Standards,all new or renovated schools now meet this
standard which has providedequity of programming to all schools that have been involvedinARCs or
were involvedIna majorcapital project. Itshould be noted that Administration has maximizedthe
use of FDK accommodation funding to improve program space where possible by converting existing
space to FDK classrooms and constructing new specialized program space such as Learning
Resource Centres.
Secondary
The Board has improved programming in secondary school facilities which have been involved inan
ARC or Ina major capital construction project. The Board also embarked on the renewal of
secondary school science labs and has commenced a renewal program fortechnology spaces.This
will include the renewal of the program space and equipment to meet the standards developed by the
Technology Review Committee.In 2011-12,Arthur Voaden and Huron Park Secondary Schools and
Woodstock Collegiate Institute received technology renewal.In 2012-13,major technology renewal
projects are planned for Clarke Road, Montcalm,and Saunders Secondary Schools.
FRENCH IMMERSION
TVDSB French Immersion elementary schools experienced accommodation pressures for the 2012-
13 school year.Portables were added this year to Huron Heights (2), Kensal Park (1),Lord Roberts
(1), and West Oaks (1)French Immersion Public Schools.Asix-room port-a-pak {replacing four
portables),funded through the Temporary Accommodation Grant from the Ministry of Education,was
added to Pierre Elliott Trudeau French Immersion Public School to accommodate the increased
student enrolment.
Despite the above measures to accommodate the French Immersion enrolment,it continues to be a
significant challenge facing the Board. At the present rate of growth, with the continuation of the two
entry points of SK and Grade 1 throughout the Board,the implementation of Full-Day Kindergarten
(FDK)for the SK students,and the continuing expansion of Grade 7 and 8 Extended French in
Middlesex and Oxford Counties by the year 2014-15,there will be approximately 450 additional
elementary and secondary students in French Immersion programming Board-wide.
As a result of accommodation issues and capital funding restraints.Senior Administration believes
that the entry points for French Immersion remain at SK and Grade 1 in accordance with current
practice.
At its meeting of 2011 June 28,trustees approved the recommendation to close and convert
Southdale Public School in Strathroy to the preferred model of a single track,French Immersion
elementary school as of 2013 September 01.The Board is anticipating the capital funding for this
project to be allocated by the Ministry in the near future so that construction can commence to meet
the proposed opening date.This conversion will relieve the French Immersion accommodation
pressures in West Middlesex County and move the program from its current location at Colborne
Street Public School to the Southdale school site.
Oxford County public schools will have the opportunity for Grade 7 Extended French at Roch Carrier
French Immersion Public School should registration indicate sufficient interest in this programming
option.
2013 January 22...13
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
FRENCH IMMERSION -cont'd
It will continue to be a priority over the coming months to investigate means of accommodating
students wishing to participate in French Immersion programming.The range of options could
include portables,port-a-paks,school additions,school consolidations,conversion of a school,and/or
boundary adjustments.Finding an additional 450 pupil places to accommodate French Immersion
students will be an ongoing challenge.
The existence of empty pupil places inthe TVDSB results inthe Ministry of Education being reluctant
to fund capital construction projects for French Immersion.Thus,the Board will be required to find
alternative sources of funding to resolve the accommodation pressures.
Thames Valley District School Board has two immediate French Immersion accommodation issues:
•meeting the annual accommodation challenges as enrolment grows;and
•accommodating SK students in full day kindergarten programming by 2014-15.
Enrolment caps are not a desired solution.Provincial capital dollars are decreasing,and the Ministry
of Education's capital dollars will only be available for FDK purpose-built spaces in its French
Immersion schools (six additional classrooms through a Year 5 allocation of $3M). As a result,CPCC
will be utilizing temporary accommodation (portables)and be seeking opportunities to decrease
empty pupil places and convert facilities for French Immersion programming to address French
Immersion accommodation issues.
FULL-DAY KINDERGARTEN (FDK)
Itis the goal ofthe Ministry of Education to implement FDKinall schools across the province by
September 2014. This 5-year implementation plan allows Boards to work withtheir community
partners,hire staff,introduce curriculum,analyse enrolment projections and facility requirements,
plan and construct capital needs,and monitor the financial implications. TVDSBcurrently has 5,025
students enrolled in FDK.The Ministry of Education has allocated the Capital Funding for the
implementation of Year 4.Year 5 FDKCapital Funding has been allocated except for schools where
the funding is tied to Capital Priorities submissions.
Listed below is the 5-year Capital Plan for Implementation of FDK:
Year
#of
Schools
FDK
Enrolment Purpose-Built Classrooms
Capital
Fundinq
Actual
Yr1.2.3
Projected Yr 4,
5
Submitted for
Capital Funding
Existing New Renovated
2010-11 19 1598 1328 29 34 3 $3.7M
2011-12 6 604 467 10 13 4 $3.9M
2012-13 36 2823 2523 110 20 24 $11.7M
2013-14 31 2063 2194 59 15 40 $15.9M
2014-15 36 2875 2640 75 34 1 $16.4M
TOTAL 132 9963 9152 283 116 72 $S1.6M
Note:
•Actual enrolment is based on 2012 October 01.
•Year 4 FDK projects in design or construction phase.
•Year 5 FDK projects as submitted to the Ministry for funding.
Number of schools does not include Elementary schools not offering Kindergarten,as well as schools
to be closed as per Board recommendations.
2013 January 22...14
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
MUNICIPAL ACCOMMODATION DISCUSSIONS
Inthe fallof 2010,the Board signed agreements withthe Counties of Middlesex, Elginand Oxford to
take part in discussions concerning accommodation planning of the Thames ValleyDistrictSchool
Board.Since that time,signed agreements have been reached withthe Cityof St.Thomas and the
City of London.
Duringthe past year, CPCC and the trustees met with municipal mayors, councillors and officialsof
Elgin and Middlesex Counties. CPCC and trustees also met with officials from the Townshipsof
Central Elgin Dunwich-Dutton,Lucan-Blddulph,Middlesex Centre,Southwest Middlesex,and West
Elgin,as well as the Towns of Ingersolland Tillsonburgto discuss specific student accommodation
issues within their municipalities.
The feedback from each of these meetings indicated that the meetings were productive, they
facilitated more open discussion among individuals following the meetings,and the opportunity for
information and dialogue was appreciated.
FACILITY PARTNERSHIPS
The Ministry of Education released Memo 2010:81 entitled "Encouraging Facility Partnerships"(2010
February 11).This memorandum required the Board to approve a policy and procedure for facility
partnerships and provide guidelines on how to develop these partnerships.The Board developed
and approved its policy and procedure as of 2011 May 08 (Appendix D).
The Board is required,as per its procedure,to hold an annual public meeting in order to inform
interested community partners regarding available space and/or potential co-build projects.The
public meeting can be held as part of a regular Board meeting which Iswhy it is now included Inthe
Annual Pupil Accommodation Report.
The Ministry Guideline states that the Board should make space available In schools where the
facilities have less than 60% utilized space or 200 surplus pupil places.Considerations also need to
be given regarding space requirements for existing educational programs and Board initiatives. The
Board is also to provide information on proposed capital construction projects for new schools and
major additions;therefore,included inthis report are the proposed capital construction projects
contemplated by Administration.
Community partners interested in any sites listed on the following chart are to refer to the Board's
Encouraging Facility Partnership policy and procedure with respect to criteria and process.
Available Space in Existing Schools
Elementary
Sir John A.Macdonald Public School
Lord Elgin Public School
Knollwood Park Public School
Secondary
Arthur Voaden Secondary School
Westminster Secondary School
Glencoe District High School
North Middlesex District High School*
%Utilized
60
56
52
%Utilized
61
72
55
68
Surplus Pupil Places
222
186
186
Surplus Pupil Places
404
315
233
135
'"Although North Middlesex DHS does not meet the less that 60%utilized space,or the 200 surplus
pupil places criteria, TVDSB would consider potential Facility Partnerships at this site.
2013 January 22...15
15.ANNUAL PUPIL ACCOMMODATION REPORT-cont'd
Potential Co-Build Capital Construction Projects
•Mitchell Hepburn Public School-addition
•Parkview Public School -addition
•Eagle Heights Public School -addition
PROPOSED ACCOMMODATION REVIEW COMMITTEE RECOMMENDATIONS
Since 2006 February26,Accommodation Reviewrecommendations have been presented to trustees
forconsideration (See AppendixE). To date, 24 of26 recommended ARCs have been initiated,19
have been completed,and four are in the latter stages of the ARC process.
The following three ARCs are proposed for initiationin the spring of 2013.
South-West Middlesex Elementary ARC
Following an extensive examinationofthe projectedfuture pupil enrolment,the facilities involved,and
the approved capitalfunds forthe implementation of Full-Day Kindergarten,Senior Administration
believes that a review of Ekcoe Central and Mosa Central Public Schools is warranted to maximize
program opportunities for elementary students at these schools.
Itis proposed that Mosa Central PublicSchool would close and the students would be consolidated at
Ekcoe Central Public School.An addition and renovations are proposed at Ekcoe Central Public
School to accommodate the projected combined enrolments and to enhance program spaces to meet
the Board's standards.
Included inthis proposed projectwouldbe the constructionof purpose-built FDK classrooms utilizing
the FDKcapital fundingthe Board has received for these schools. The JK-12 and 7-12 models do not
enhance programming opportunities for secondary students and infact, may decrease programming
space availability forall students at the site. Glencoe District High School has not been recommended
as a participant in this ARC.
South-Central London Elementary ARC
An examination of French Immersion and English programming projected future pupil enrolments and
the available capacity inthis region suggest that a review ofAberdeen, C.C. Carrothers, Ealing,
Princess Elizabeth,Tecumseh,and Trafalgar Public Schools is warranted at this time. Itis proposed
that:
• the English attendance areas for C.C.Carrothers and Princess Elizabeth (including the
Summerside Holding Zone) be consolidated intoone attendance area with all English language
pupils accommodated at Princess Elizabeth;
• C.C.Carrothers Public School be closed and converted to a single-track French Immersion Public
School;
• the current French Immersion attendance area remain as it presently exists and that pupils be
accommodated at C.C.Carrothers Public School;
• Aberdeen,Ealing and TrafalgarPublicSchools be consolidated into fewer facilities and at least
one of the schools close;and
•Tecumseh Public School be Included as a possible option for accommodating English language
students.
FDK capital funds would be utilized toaccommodate FDK students in purpose-built classes at C.C.
Carrothers and Princess Elizabeth Public Schools.
2013 January 22...16
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
North-West Oxford Elementary ARC
This North-West Oxford Elementary ARC (without the inclusion of West NIssouri)had previously been
approved at the Board meetings of 2008 February 12 and November 25.Senior Administration
believes that the projected future pupil enrolment and available capacity suggests that a review of
A.J. Baker,Thamesford,West Nissouri and Zorra Highland Public Schools Is warranted at this time.
The Implementation of Full Day Kindergarten and the approved capital funds for A.J. Baker Public
School means that this is an opportune time to review the accommodation of pupils to ensure that
capital dollars are expended in the most efficient and effective manner.It is proposed that A.J.Baker
Public School would close and the students would be consolidated predominantly at Thamesford and
Zorra Highland Public Schools.West Nissouri Public School is included to allow the ARC the option
of considering it as an additional location for the consolidation of pupils. A potential addition to
accommodate projected enrolment and provide program enhancements would be proposed for
Thamesford Public School.
Possible Accommodation Discussion
The Westminster Central Public School Council invited the Superintendent of Education and
Executive Superintendent of Operations to a meeting in the past to explore possible options to
improve the program opportunities for the students currently attending their school.The declining
current and projected enrolments of Westminster Central Public School Indicate that a review of the
accommodation options for the students is warranted.
While the ARC Involving Northdale Central,River Heights,South Dorchester and Westminster
Central Public Schools was approved by the Board In March 2009,Senior Administration cannot
recommend that this ARC proceed at this time due to the Implications to neighbouring schools.
However,Senior Administration believes that it would be appropriate to approach the School Council
to explore,once again,options to enhance programming opportunities for the students.It Is
proposed that Senior Administration dialogue about the possible options Including the possible
accommodation of Westminster Central students at a neighbouring school.
RECOMMENDATIONS:
1.That Administration be authorized to proceed with the following Accommodation Review
Committees:
a.South-West Middlesex Elementary ARC:Ekcoe Central,Mosa Central Public Schools;
b.South-Central London Elementary ARC:Aberdeen,C.C.Carrothers,Ealing,Princess
Elizabeth,Tecumseh,Trafalgar Public Schools;
c.North-West Oxford Elementary ARC: A.J. Baker,Thamesford,West Nissouri,Zorra Highland
Park Public Schools.
2.That the Board approve the schools listed for potential Facility Partnerships:
•Sir John A.Macdonald,Knollwood Park,Lord Elgin Public Schools;
• Arthur Voaden and Westminster Secondary Schools,Giencoe and North Middlesex District
High Schools.
3.That the Board approve the potential co-build capital construction projects:
• Additions to Eagle Heights,Mitchell Hepburn,and Parkview Public Schools.
2013 January 22...17
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
RECOMMENDATIONS -cont'd
The Capital Planning Co-ordinating Committee responded to questions posed by trustees.
Recommendation 2 Discussion
The process ofengaging in facility partnerships was described. Itwas noted the Boardlooksto
identify potential partnerships with other municipalities,coterminous boards and service organizations
throughthe Board's website,provincial and federal government agencies, Tier 1 and Tier2
municipalities as required by the Ministry.
The impactof EL3 onthe numberofempty pupil spaces In the elementarypanelwas discussed and
whether It has been factored into available space that the Board would be able to offerto community
partners. Exec.Officer Bushedadvised that the Ministry has provided funding forthe Board's
daycare providersto enhance or modify existingdaycare spaces In schools for relicensing and to
offermore program space for 0 to 3.8-year old children. He noted that Interested groups must
develop a business planthat demonstrates their ability to sustain a long-term daycare facility.Itwas
noted that there have been no partnerships to date where outside organizations have partnered with
a school and ItIs suggested that this may be a result of location.
Direction was sought on howto respond to the community regarding why Lome Avenue Public
School Is not listed In the recommendation for a potential facility partnership.Exec.Supt.Dalton
advised that the Ministry of Educationhas outlined that any school goingthrough a planning Initiative
Isnot to be put on the list.She noted that the listis not exclusive and meets the criteria set bythe
Ministry.LomeAvenue PublicSchool is In a planning initiative:however,the Board would be
receptive to a potential partner who is interested In pursuing a partnership.
Recommendation 2 was moved by J. Todd,seconded by P. Jaffe.
That the Board approve the schools listed for potential Facility Partnerships:
• Sir John A.Macdonald,Knollwood Park,Lord Elgin Public Schools;
• Arthur Voaden and Westminster Secondary Schools,Glencoe and North Middlesex District
High Schools.
As the Middlesex County Board representative,Trustee Coghlln cautioned about timing of the South
west Middlesex Elementary ARC noting the Board is not In a position to seek potential facility
partnerships at this time. She requested that the community be givenan opportunity on whetherto
include Glencoe District High School Inthe ARC.It was noted that removing the school from the list
does not preclude Itfrom being added at a later date. The following amendment was moved byJ.
Coghlln,seconded by R.Campbell and carried:
That Glencoe District High School be removed fromthe schools listed for Facility Partnerships.
Recommendation 2,as amended,was approved.
That the Board approve the schools listed for potential Facility Partnerships:
•Sir John A.Macdonald,Knollwood Park,Lord Elgin Public Schools;
• ArthurVoaden and Westminster Secondary Schools and NorthMiddlesex District High
School.
Recommendation 3 Discussion
The term co-bulld was defined and it was noted that these agreements generally Involve
municipalities.There is a degree of flexibility with the exception ofsome limitations with the facility
and site features maintained with an operating agreement in place.
2013 January 22...18
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
RECOMMENDATIONS -cont'd ,
Recommendation 3 was moved by J. Coghlln,seconded by J. Todd and carried.
That the Board approve the potential co-build capital construction projects:
• Additions to Eagle Heights,Mitchell Hepburn, and Parkview Public Schools.
Trustee B.McKlnnon left the meeting at 9:55 p.m.
Recommendation 1 Discussion
Director Tucker noted that there have been key messages from the community that include keeping
Glencoe District High School open, keeping the students within the communityand the concern of the
community as a whole.
Trustee Hart requested what the implications and consequences would be to defer the
recommendation to next November as there are several new programs including FDK and French
Immersion with SK as an entry point into French Immersion. He suggested not looking at the issue
from a facility point but rather design the program first and see how the facility can work to
accommodate programming.He further suggested that the Board review the Guiding Principles
around accommodation review.
Exec. Officer Bushell acknowledged the FDK component noting that it is the driving decision for
Capital Planning. He advised that the Ministry will allow deferred spending of funds; however, that
would mean temporary accommodations for FDK prior to and during the standard three-year
accommodation process.
In response to a question regarding FDK at Ekcoe Central Public School and Mosa South-Central
Public School,it was noted that should both schools remain open,the Board would add one FDK
classroom at Mosa South-Central PublicSchool and two at Ekcoe Centre PublicSchool. However,'.
there would be no further enhancements and the Ministryof Education would not provide additional
funding as there are no capacity issues,nor is there growth In the area.
Recommendation l.a was moved by R.Tisdale,seconded by P.Jaffe.
That Administration be authorized to proceed with the following Accommodation Review
Committees:
•South-West Middlesex Elementary ARC:Ekcoe Central,Mosa Central Public Schools.
Trustee Tisdale felt that the Board needs to review the long-term needs of the community.She
noted that there are other potential sources of funding including school renewal dollars.The issue of
programming for students in Grades 7 to 12 should to be addressed and that input from the
community In an accommodation review should be sought.She recommended that Glencoe District
High School be Included in the recommendation so that the community has an opportunity to provide
input.The following amendment was moved by R.Tisdale,seconded by R.Campbell and carried:
That Glencoe District High School be included in the South-West Middlesex Elementary ARC.
Trustee Hart spoke against the motion noting that he would rather the ARC,once formed,have the
option to add schools to the accommodation review.
Recommendation 1 .a,as amended,was approved.
That Administration be authorized to proceed with the following Accommodation Review
Committees:
•South-West Middlesex Elementary ARC:Ekcoe Central,Mosa Central Public Schools and ""X
Glencoe District High School.
2013 January 22...19
15.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
RECOMMENDATIONS -cont'd
Director Tucl<ers extended his appreciation to the Giencoe community for their attendance at the
meeting.
The foiiowing motion was moved by T.Grant,seconded by J.Coghlin and carried:
That the meeting be extended beyond 11:00 p.m. to 1:00 a.m.
Student Trustee Kim left the meeting at 11:05 p.m.
Recommendation l.b.was moved by R.Tisdale,seconded by P.Jaffe.
That Administration be authorized to proceed with the following Accommodation Review
Committees:
•South-Central London Elementary ARC:Aberdeen,C.C.Carrothers,Ealing,Princess
Elizabeth,Tecumseh,Trafalgar Public Schools;
Trustee Tisdale noted that because Tecumseh and Princess Elizabeth Public Schools are tied to
French Immersion,she recommended excluding them from the recommendation with the
understanding that these schools be addressed as soon as possible In terms of French Immersion
programming.The following amendment was moved by R.Tisdale,seconded by S. Polhill and
>carried:
That,Princess Elizabeth,Tecumseh and C.C.Carrothers Public Schools be removed from the
South-Central London Elementary ARC.
Trustees Jaffe and Hart spoke against the motion.
Recommendation l.b,as amended,was approved.
That Administration be authorized to proceed with the following Accommodation Review
Committees:
•South-Central London Elementary ARC:Aberdeen,Ealing and Trafalgar Public Schools.
Recommendation I.e.was moved by J.Todd,seconded by J.Coghlin and carried.
That Administration be authorized to proceed with the following Accommodation Review
Committees:
•North-West Oxford Elementary ARC: A.J.Baker,Thamesford,West Nissouri,Zorra Highland
Park Public Schools.
Chair Bennett thanked the community members for their attendance and patience during
deliberations of the report.
V
2013 January 22...20
16.REPORTS OF COMWIITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2013 JANUARY 8
12:15 p.m.to 2:48 p.m.
MEMBERS ADMINISTRATION AND OTHERS
Association for BrightChildren, D. Ensing Elementary Principal,L.Carswell
Chippewas ofthe Thames, C. Dendias Elementary Principal,R.Culhane
Community Living London,8.Wilson Learning Supervisor (Acting),
Easter Seals Society, A. Morse J.Clements
EpilepsySupportCentre,B.Harvey Secondary Principal,L.Mills
Learning Disabilities Association of Ontario,T.Fawdry Secondary Vice-Principal,T.Birtch
Thames Valley Children's Centre.J.Gritzan SuperintendentofSpecial Education,
Thames ValleyCouncilof Home and School K.Edgar
Associations,A. Morell
Trustee J.Bennett (-2:20)
Trustee T.Grant
Vanier Children's Services,B.Montminy
Regrets:Autism Ontario, J. Wright
Children's Aid Society of London&Middlesex,M.Cvetkovich
Trustee R.Campbell
Voice for Hearing Impaired Children, M.Barbeau
Absent:FASD E.L.M.O.,W.Conforz
Guests:K.Erskine, Developmental Services Ontario,Manager ofAdult Services
1.CALL TO ORDER
The meeting was called to order at 12:15 p.m. inthe London Room at the Education Centre
by Supt.K.Edgar.
2.CONFIRMATION OF AGENDA
The agenda was approved as printed.
3.CONFLICT OF INTEREST -none
4.ELECTIONS
K.Edgar noted that Chair and Vice-Chairroles alternate each year between a TVDSB trustee
and an agency representative.This year, the Chair of SEAC is to be Trustee and an agency
representative will serve as Vice-Chair.
Nominations were collected for the Chair.Nominees were asked ifwilling to stand.As a result
of the process,Trustee T.Grant was elected as Chair.
Nominations were collected for the Vice-Chair.Nominees were asked ifwilling to stand.As a
result of the process,J. Gritzan was elected as Vice-Chair.
All ballots were destroyed.
5.DEVELOPMENTAL SERVICES ONTARIO PRESENTATION
K.Erskine from Developmental Services Ontario (DSO) (previously CCSN) provided a
presentation regarding DSO.Handouts were provided (Appendix A).
2013 January 22...21
16.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
The committee noted serious concerns about young adults being placed on a waiting list for
required service(s).
It was recommended that SEAC strike a sub-committee to look into writing a detailed letter of
concern regardingthe number ofyoung adults on DSD waiting listsand who the recipients of
the letter should be.The following motion was moved and carried:
That SEAC form a sub-committee to draft a letter of concern regarding young adults who
require DSO services being placed on waiting lists and bring forward to the next meeting
of SEAC for discussion.
A. Morse, S. Wilson,Trustee J.Bennett and Chair Grant agreed to serve on the sub
committee.
6.MINUTES OF MEETING FROM 2012 DECEMBER 04
The minutes were approved as printed.
7.BUSINESS ARISING FROM THE MINUTES OF 2012 DECEMBER 04 -none
8.SEAC PLANNING
Previous goals from SEAC minutes are:
• parent engagement (develop a DVD with language translations with a multi-year
component to be shared at schools, on the website and at parent meetings - investigate
funding):
• A. Morse noted the DVD is very near completion.There will be two more meetings to
discuss the final changes;
• improvecommunication and encourage parents to attend functions at the school; develop
alliances with service organizations,for example.Lion's Clubs,encourage children to
invite parents;
• community forums to share information with other agencies;
•student engagement (development of self-advocacy skills,student understanding of the
lEP);
•parent mentoring;
•parent survey next steps;
•member/agency mentoring;
•annual forum with personal invitations sent out to parents;
• participation at TVPIC (Thames Valley Parent Involvement Committee) community
events or other community events;
• A. Morse requested an update from A.Morreli at a future SEAC meeting. It was noted
that anyone may sign up for email service fromTVPICat the TVDSB website; and
•TVCHSA.com also Is a resource available.
Additional items added:
•Interagency website access;and
• Mental health forum. A.Morreli noted TVCHSA are currently in the process of organizing
a mental health forum.M.Gilpin has been invited to participate.K.Edgar suggested that
M.Ferdinand and C.Dolmage be invited as well.
9.NUMBER OF STUDENTS BY GENDER
Supt.Edgar provided an updated report to the committee (Appendix B).
2013 January 22...22
16.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
10.NUMBER OF STUDENTS BY EXCEPTIONALITY AND GRADE REPORT
Supt. Edgar providedan updated report to the committee (AppendixC).
11.SUSPENSION AND EXPULSION DATA FOR STUDENTS WITH AND WITHOUT AN lEP
13,500 students were suspended over the last three years.2,396 of those were on an lEP.
(AppendixD)Expulsion data will be brought forward at a future meeting.
A. Morse requested information on how many suspension appeals have occurred and ifthe
lEP is reviewed if a student receives multiple suspensions.K.Edgar noted that lEP's and
Safety Plans are consistently reviewed.
12.NEW BUSINESS-none
13.FORUM ASSOCIATION UPDATES
C.Dendias asked committee members what procedures they use for case management
reporting/record keeping. A. Morse noted the Children's Treatment Network uses a Single
Plan of Care program and will provide a contact name to C.Dendias.
Learning Disabilities Association (LDA)is offering their parent advocacy workshop series
again this winter on Thursdays (6:30 p.m. -8:30 p.m.) starting January 31.Parents will be
lead through informative training that will allow them to better advocate for their children.
They will also by running 'Like Me' (formallyGirlTalk) for Grade 7 and 8 girls.
Chair Grant sits on the Elgin Human Service and Justice committee and they are currently
reviewing emergency protocols for people with mental health disabilities who come into
conflict with the law.Chair Grant willforward the survey which is to be completed by January
15-
14.
15.
FUTURE MEETING DATES
Date Time Location
Tuesday,February 05,2013 11:45 am-03:00 pm London Room,Education Centre
Tuesday,March 05,2013 11:45 am-03:00 pm London Room,Education Centre
Monday,April 08,2013 06:30 pm-09;30 pm London Room,Education Centre
Monday,May 06,2013 06:30 pm-09:30 pm London Room,Education Centre
Tuesday,June 04,2013 11:45 am-03:00 pm London Room,Education Centre
UTURE AGENDA ITEMS
Number of Students by Exceptionality and Grade Report (Standing Item, K.Edgar);
Detailed Suspension Data (February,K.Edgar);
DSO Waiting List Letter Discussion (February,A.Morse,S.Wilson,J.Bennett,T.Grant);
Expulsion Data for Students With and Without an lEP (February,K.Edgar);
Special Education Report Review (February,M.Deman);
Strategic Planning Process (February,Commitment#1, R.Culhane);
SWAC/SWAU Update (March,R. Bell, J.Dowsett,M.Sereda);
Board Improvement Plan for Student Achievement (Spring 2013,K.Wilkinson);
Gifted Screening Tool (Spring 2013,J. McDowell);
MACSE Survey on BIPSA (Spring 2013);
Alternative Education Update;
Behaviour Support Classroom Update;
Safe Schools/Suspension Appeals;
SEAC Learning Website;
r
2013 January 22...23
16.REPORTS OF COWIMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
•Student Voice Project (M.Ferdinand,Student):and
•TVPIC Update (A.IWorrell).
16.ADJOURNMENT
The meeting adjourned at 2:48 p.m.by motion.
RECOMMENDATIONS:none
16.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CHAIRS'COMMITTEE
TRACY GRANT
Chairperson
2013 JANUARY 15
5:35 p.m.to 7:40 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)R.Tisdale B.Tucker S.Christie
B.McKinnon M.Sereda (-6:22)D.MacPherson (-6:10)
K.Young (-6:22)S.Killip (-6:10)
Regrets:T.Grant P.Verhoeven (-6:10)K.Wilkinson (-6:10)
K.Edgar (6:22,-6:30)
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2013 JANUARY 22 BOARD AGENDA
The agenda for the public Board meeting of 2013 January 22 was discussed and updated.If
required,an in-camera meeting will be scheduled to follow the public agenda.
4. CORRESPONDENCE
A letter from the St.Clair Catholic D.S.B.to the Minister of Education regarding special
education professional development will be available for trustees'information in the Trustee
Conference Room.
5.STRATEGIC PLANNING
Exec.Supt.M.Sereda,Supt.K.Wilkinson,S.Killip,D.MacPherson,K.Young and P.
Verhoeven joined the meeting to continue discussion of the Board's Strategic Plan.Exec.
Supt.Sereda sought a date for the Board and the Senior Administration to meet to discuss
action items of the Plan.It was agreed to schedule the meeting for Tuesday,January 22,
from 4:30-6:15 p.m. in the London Room.
Exec.Supt.Sereda distributed comments received from the system categorized into themes
to assist in developing the deliverables/principles and action Items coming from the mission,
vision and commitments.He will provide the Statements and the draft Commitments to the
trustees prior to the meeting.
2013 January 22...24
16.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CHAIRS'COMMITTEE -cont'd
5.STRATEGIC PLANNING -cont'd
Exec.Supt.Sereda advised that a structure has been developed to depict the Board's
Strategic Plan. P.Venesoen described the Conceptual Strategic Framework lookingat the
Board's mission,vision,values,principles,strategy,strategic goals and objectives.Supt.K
Wilkinson described the Board's draft Strategic Framework and Commitments.She also
presented a flow chart translating the Board Strategic goals into the Board Improvement Plan
Student Achievement looking at measures to meet the established goals.
Exec. Supt.Sereda advised that strategies from the Statements and Commitments will be
used to build department,personal and system goals, e.g. through partnerships.He noted
that the structure should remain consistent while the strategies will change as required.
Atthe January 22 meeting, the Strategic Framework will be presented and discussed.The
visitors to the meeting were invited to attend the session.
It was agreed that the Board Chair will announce the new mission and vision to the system in
a videotaped message.Aformal launch will be planned for February,2013.
6.AWARD OF DISTINCTION MEETINGS
Supt.K.Edgar joined the meeting to discuss the future of the Award of Distinction Committee
in view of the current labour situation and union representation.The value of the award was
acknowledged and it was agreed to continue offering it. Supt.Edgar will determine timelines
for request and receipt of nominations.
7.ARC PROCESS MEETING
Dates to hold a meeting to discuss Accommodation Review Committee (ARC)processes
were considered.The meeting will be held on Monday,February 4,at 5:30 p.m. in the
Dundas Room.
8.ARC TIMELINE CALENDAR
Director Tucker presented the ARC Timeline calendar of proposed dates for reports to be
brought to the Board related to the Secondary Vocational and Technology Program ARC and
the Central London Elementary ARC.Public input regarding the Tillsonburg and Western
Elgin ARCs will be received at the February 19 Board meeting.A notice will be posted to the
Board's website in this regard.
9.COMMITTEE APPOINTMENT
A trustee to sit on the Award of Distinction Committee was sought.A decision was deferred.
10.WEBSITE BIOGRAPHIES
It was noted that the trustee biographies on the Board's website require updating.Trustees
were asked to contact R.Hoffman in Public Affairs in this regard.It was suggested that
trustees be reminded annually in January to update their information.
11.IN CAMERA "LEGAL
The Committee moved In camera at 7:25 p.m. to discuss a legal matter,it reconvened in
public session at 7:35 p.m.
12.PRESENTATIONS -none
13.OTHER BUSINESS-none
2013 January 22...25
16.REPORTS OF COWIWIITTEES -cont'd
b.REPORT OF THE CHAIRS'COMMITTEE -cont'd
14.FUTURE MEETINGS
The following Committee meetings were scheduled for at 5:30 p.m.
January 29,2013;
February 12, 26;
March 19;
April 2,16
May 7.21;
June 4,18.
15.ADJOURNMENT
The meeting adjourned at 7:40 p.m. by motion.
RECOMMENDATIONS:none
J.BENNETT
Chairperson
c.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA 2013 JANUARY 22
11:55 p.m.to 12:05 a.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett
R.Campbell
D.Clark
J.Coghlin
T.Grant
Regrets:P.Forron
G.Hart,E. Kim,
B.McKinnon,J.Todd,
S.Polhill
W.Huff
P.Jaffe
P.Sattler
R.Tisdale (Chair)
B.Tucker
K.Dalton
M.Sereda
K.Bushell
S.Christie
The Committee met in camera from 11:55 p.m. to 12:05 a.m.
1.APPROVAL OF AGENDA
The agenda was approved on motion.
2.CONFLICTS OF INTEREST
No conflicts of interest were declared.
3.Confidential negotiations,property and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 11:55 p.m.
2013 January 22...26
16.REPORTS OF COWIIWITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA -cont'd ^N
RECOMMENDATIONS:
1.That the motionapproved at the in-camera Committee ofthe Whole meeting of 2013 January
22 related to resignations to retirement be approved.
2. That the Board accept the offerto purchase Westfield PublicSchool received on January 11,
2013.
RUTH TISDALE
Chairperson
The recommendations were approved on motion by R. Tisdale,seconded byJ. Coghlin.
17.COMMUNICATIONS
a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)UPDATE -none
18.NOTICE OF MOTION -none
19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
20.ADDITIONAL ITEMS -none
21.QUESTIONS/COMMENTS BY MEMBERS -none
The committee moved in-camera at 11:55 p.m. to discuss confidentialnegotiations, propertyand personal
matters.It reconvened in public session at 12:05 a.m.
22.ADJOURNMENT
The meeting adjourned at 12:06 a.m. on motionof D.Clark,seconded byJ. Coghlin.
Confirmed:
Chairperson
2013 January 22...27
SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 JANUARY 22
That Recommendations 1 through 6 of the Senior Administrative Response to the Western Elgin
ARC {Aldborough and Dunwich-Dutton Public Schools,and West Elgin Senior Elementary School) be
deferred to the April 9,2013 Board meeting for consideration.
-That the Western Elgin Elementary Accommodation Review Committee be disbanded.
-That the Board approve the schools listed for potential Facility Partnerships:
• Sir John A.Macdonald,Knollwood Park,Lord Elgin Public Schools;
• Arthur Voaden and Westminster Secondary Schools and North Middlesex District High School.
-That the Board approve the potential co-build capital construction projects: Additions to Eagle
Heights,Mitchell Hepburn,and Parkview Public Schools.
That Administration be authorized to proceed withthe following Accommodation Review
Committee:
•South-West Middlesex Elementary ARC;Ekcoe Central, Mosa Central Public Schools and
Glencoe District High School.
That Administration be authorized to proceed withthe following Accommodation ReviewCommittee:
• South-Central London Elementary ARC:Aberdeen, Ealingand Trafalgar PublicSchools.
That Administration be authorized to proceed withthe follow Accommodation Review Committee:
• North-WestOxfordElementary ARC:AJ.Baker, Thamesford,West Nissouri,Zorra Highland
Park Public Schools.
- That the motion approved at the in-camera Committeeofthe Wholemeeting of 2013 January 22
related to resignations to retirement be approved.
Thatthe Board acceptthe offer topurchase Westfield Public School received onJanuary 11,2013.